PillarX Practice - Practitioner Terms of Service
Last updated: 2026-09-05
For practitioners
These terms govern a practitioner's use of PillarX Practice, the clinical workspace in which you keep records for your own clients. PillarX Practice is currently available by invitation only and is not generally available. Several points below are still with our legal adviser and are marked as such rather than filled in with text nobody has agreed to.
1. Scope and Acceptance
These terms apply to PillarX Practice, the clinical workspace PillarX licenses to practitioners. They cover your use of the software: your account, the records you create in it, and what each of us is responsible for.
They do not govern the PillarX wellness product, the personal app and the workplace wellbeing platform, which is covered by the PillarX Terms of Service. Nor do they govern the relationship between you and your own clients, which is yours to set.
Read the PillarX Terms of Service
PillarX Practice is not generally available. Access is by invitation only while we work with a small group of practitioners, and these terms are published now so that anyone considering an invitation can read them first.
By accepting an invitation and using PillarX Practice, you agree to these terms. If you do not agree, do not use the software.
PillarX supplies the software. Our registration details are published on the imprint page.
2. Professional Standing
PillarX Practice is for practitioners who are qualified and entitled to practise in their field: therapists, psychologists, nutritionists, counsellors and coaches working with their own clients.
You hold your own professional licence, registration or accreditation, and you remain bound by the professional and ethical rules that apply to you. Those rules take precedence over anything the software makes convenient.
PillarX does not verify your qualifications and stores no licence number. We invite practitioners on the strength of what we know about their practice, and responsibility for being entitled to practise stays with you.
PillarX supplies record-keeping and scheduling software. It does not provide care, does not supervise care, and takes no part in your clinical judgement. Every clinical decision recorded in the workspace is yours.
3. Your Account and Access
Accounts are created by invitation. We send an invitation to your email address, and accepting it is what sets your password and opens the workspace. There is no self-serve signup: without an invitation there is no route to a practitioner account at all.
There is no paid plan today. PillarX Practice is not sold, metered or billed at this stage, and nothing in these terms creates a payment obligation. If that changes, we will publish the terms that apply before it does.
Your account is personal to you. Do not share your credentials, and do not let anyone else work under your account, because every record and every access is attributed to the account that made it.
Tell us promptly if you believe someone else has reached your account.
Acceptance of these terms is captured when you accept your invitation. You confirm them before your account is created, and we record which version you accepted. If we publish a substantive update, you will be asked to accept the new version before you continue.
4. Your Obligations Toward Your Clients
You decide which of your clients you record in PillarX Practice, what goes into each record, and why. Those decisions are yours, and so are the obligations that come with them.
Registering a client asks you to confirm that you have their consent to record their sessions. That confirmation is stored with the client record and is your attestation, not ours. PillarX does not obtain consent from your clients and cannot check that you did.
Your clients are entitled to be told how their records are handled. The counseling privacy annex is written for them and is there for you to hand on.
Read the counseling privacy annex
If a client asks to see, correct or erase their records, the request comes to you first. You hold the records and you decide the answer. PillarX assists where the answer needs something done in the software.
Still being settled
- The lawful basis on which clinical records may be processed, and the Article 9 condition that permits health data to be handled at all, are not yet settled. They are under review with our data protection adviser and will be published here.
- PillarX does not supply the wording of the consent you take from your client. The software records that you confirmed consent, not what your client agreed to. A model form is being prepared with our data protection adviser.
5. Accuracy of Clinical Records
You are the author of every clinical record you write. Keeping it accurate, complete and professionally appropriate is your responsibility.
The clinical part of a session stays open for correction for 24 hours after you save it. After that the note and the issues recorded with it are fixed, and only the fee remains editable. The window exists so that a record is a record, rather than a document that quietly changes.
PillarX does not review, edit, summarise, score or interpret what you write. PillarX Practice contains no artificial intelligence and no clinical decision support. Nothing you record is sent to a language model.
Erasing a client record destroys the encryption key held for that client, and what remains cannot be read back. The step cannot be undone, by you or by us. Treat it as final.
6. Acceptable Use
When using PillarX Practice you agree not to:
- •share your account, your password or your session with anyone else
- •record people who are not your clients, or use the workspace to store material unrelated to your practice
- •attempt to reach another practitioner's caseload, or any record outside your own
- •copy, scrape or bulk-extract records other than in the ordinary course of your own practice
- •probe, reverse engineer or interfere with the software or the systems it runs on
- •use the workspace in a way that breaks the law or your own professional rules
We may suspend access if we believe one of these is happening. Section 9 explains how.
7. Intellectual Property
PillarX owns PillarX Practice: the software, its design, its interface, and the clinical taxonomy it ships with. Your invitation grants you a limited, personal, non-transferable and revocable right to use it for your own practice.
The records you write remain yours. PillarX stores and protects them on your instructions, claims no ownership of them, and claims no right to use them for its own purposes.
Do not copy or redistribute the software, and do not use the PillarX name or marks without written permission.
8. Availability and Changes to the Software
PillarX Practice is provided during an invitation period, and it is a product still being built. Features may be added, changed or withdrawn, and we will tell you about changes that affect how you work.
The workspace may be unavailable during maintenance or because of a fault. We aim to keep those windows short and to give notice where we can.
Still being settled
- No service level, uptime figure or support response time is committed here. Those commitments are being drafted and will be published before PillarX Practice becomes generally available. Do not read the absence of a figure as a promise in either direction.
9. Suspension and Termination
You may stop using PillarX Practice at any time. Tell us and we will close your access.
We may suspend or withdraw access if you break these terms, if we are required to, or if keeping the account open would put client records at risk.
Ending your access does not end your responsibility for the records you created. You remain the one who decides what happens to them, and section 12 of the practitioner data processing agreement covers what we do with them.
Read the practitioner data processing agreement
There is no bulk export of a caseload in the software today. If you need your records out, contact us and we will arrange it.
Still being settled
- Notice periods, cure periods, and the formal steps on either side of a termination are not yet settled and are with our legal adviser.
10. Liability and Warranties
This is the section a practitioner most needs to be able to rely on, which is exactly why it is not written yet.
Still being settled
- How liability is allocated between you and PillarX, what warranties are given, and what indemnities apply are not settled. Nothing here limits, excludes or accepts liability, and the absence of a clause is not a position either way. The section will be published once our legal adviser has settled it.
One thing is settled and does not depend on that review. PillarX supplies software and does not provide care. Responsibility for the care you give and the clinical judgement you exercise is yours.
11. Governing Law and Disputes
Still being settled
- The law governing these terms, the courts that would hear a dispute, and whether any other route to resolution applies are not yet settled and are with our legal adviser. Nothing here waives any right either of us has.
If something goes wrong, contact us first. Most of what could go wrong is fixable without either of us reaching for a clause.
12. Changes to These Terms
We may change these terms. Changes are published on this page with a revised date, and we will contact you about a change that materially affects how you use the workspace or what you are responsible for.
Because several sections are still being settled, this page will change more than a finished document would. The date at the top tells you which version you are reading.
13. Contact
For anything about these terms or the workspace, email pillarx@mypillarx.com.
PillarX is the company behind PillarX Practice. Our legal form, registered address, company registration number and VAT number are published on the imprint page rather than repeated here, so there is one place they are kept current.
If you reached us through the interest form on the PillarX Practice page, that submission is covered by its own short notice.